Document Control Guide

Document Control Guide

Procedure

Document No: AM ER05 001 Rev No 0 Page 3 of 19

1.0 PURPOSE

This provides the general guideline and describes the specific working methods which
will be used for preparing a new document. The purpose of this procedure is to provide a
system and instructions of how the Document Control Program is to be conducted for
E.R.P. In this way documents will conform to a specific way of performing the activities
related to the program and describe the document controller system:

• Documentation Structure.(Procedures, Policies, Training Manuals, Functional &
Technical Designs etc.)

• Format requirement of different type of documents.
• Reference system.
• Handling of controlled and uncontrolled documents.
• Handling of obsolete revisions.
• Preparation, approval and distribution of the documents.
• Review and change control.
• Storage of master documents.
• List of controlled documents.

2.0 RESPONSIBILITY OF CHECKING AND APPROVAL

Document Controller is responsible for implementation of this Document Control
Procedure. He has to be the point person, author of the Procedures manual and
responsible for managing the issue, revision, approval, distribution, removing, pre-
archiving and the security and good order of the document archive. Discrepancies / Non-
Compliance to this procedure shall be promptly brought to the attention of the Project
Manager. Project Manager will be responsible for reviewing all documentation and
assessing any further information required to complete the project.

Once a document has been drafted, it will go for review and approval where it is read,
commented on and amendments made where necessary prior to its release. Depending
on the type and importance of the document, it could just require approval by one person
(e.g. Project Manager), or by multiple people (e.g. Internal Auditor, C.F.O. or Director).

There will be space on the front page of a document for certain authorized people to sign
off the document as checked and approved. This can either be done as hard copy or
using digital signatures.

Changes to documents can only be implemented after they have been reviewed and
approved by the appropriate individual (Project Manager).

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3.0 DOCUMENTS DISTRIBUTION AND REVISION CONTROL

The document controller holds the master copies of every document. DC keeps a
register showing that who has been given controlled copies of certain documents, also
can use an online system with email distribution to a specific mailing list etc. Whichever
way the documents are distributed, the document controller should follow the same
procedure and ensure that any person who was given access to the original document is
informed when changes have been made.

• A Master document list will be maintained by the Document Control Coordinator this
list will include all required information about the each controlled document.

• The document controller coordinator to keep a folder (either electronic or hard copy)
of superseded documents for future reference, but they should be clearly marked as
superseded either by using a stamp or watermark.

• The revision number of a document is shown on the title page; include it in the
header of every page. This ensures that if the document is printed, it cannot be
mixed up with parts of a superseded document.

• A table showing the revision history of a document on the title page. Against each
revision number and date, the reviewer can find that has been added, amended or
removed since the previous revision.

• The document control coordinator will be responsible for the distribution of controlled
documents.

• To protect from unauthorized editing, documents will be password protected or
locked to only allow certain changes (e.g. comments or tracked changes.). The final
document will be saved in PDF form before distribution to the relevant person
preparing document and format.

3.1 What happens without formal procedures?

• Individuals create their own informal procedures. But then;
Folder and file names are inconsistent.
Files are moved or duplicated in new locations.
People adopt their copy of the file as their personal master copy and make
changes or redlines that aren’t seen by others.

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• When someone needs a document from outside their realm they;
Ask someone else to find it. This takes up other people’s time to search.
Use an old copy they have on hand which may be out of date.

• Documents are attempted but aren’t kept up to date;
Eventually it’s impossible to tell what is current and approved.

3.2 As time passes

• Documentation becomes increasingly disorganized.
• Trust in individual documents diminishes.
• Time lost searching and verifying becomes normal.
• Sooner or later there is an ‘identifiable loss’ event, when absent or wrong

documentation results in:
Unusable product.
Reworking.
A penalty for a late delivery.
The worst case, an accident.

4.0 GENERAL DOCUMENT FORMATTING

As a general rule, similar documents previously prepared for other documents shall be
used as templates. However, they shall be formatted to follow the rules set forth in this
manual.

General documents, reports and specifications are written in Arial 11, justified text. The
bold function is used mainly for headings 1 and 2, and rarely otherwise. Underlining is
used sparingly. The text is usually single spaced, although double spacing is used for
the headings. Issue Documents to client are printed on one side of the paper only.

“Hanging headings”, where the heading is at the bottom of the page, are to be avoided.

Sentences ending in colon at the bottom of the page are to be avoided.

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4.1 Alignment

All documents are written with a justified text. The alignment is always straight on the
right side. On the left side the alignment is straight within the respective paragraph or
heading.

Bullets are positioned straight under the beginning of the row or heading. The text starts
at a distance of 0.5cm from the bullet. Subsequent bullets and/ or numbering within the
same list starts straight under the left margin of the row above, with the corresponding
row beginning at 0.5cm from the new bullets and/ or numbering.

4.2 Margins

The pages are bordered at the following margins:

Left margin: 1.0cm;

Right margin: 1.0cm;

Top margin: 2.0cm;

Bottom margin: 2.0cm.

The margins inside the borders for all documents are set up as follows:

Left margin: 1.5cm;

Right margin: 1.0cm;

Top margin: 1.0cm;

Bottom margin: 1.0cm.

4.3 Cover Page

In the header of the page there is a table with two rows and three columns.

The cells in the first row have the following sizes:

Width first and third cell: 4.0cm;

Width second (center) cell: 11.0cm;

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The cells in the second row have the following sizes:

Width first cell: 12.0cm;

Width second cell: 2.5cm;

Width third cell: 4.5cm;

Height of the row: 1.5cm;

The first cell is for the document number, the second cell has the revision and the third
cell is for page numbering. The font size is Arial 16 bold caps.

At 3.5cm under the header table the client full name is written, with the abbreviated
name in brackets in the row below, both with Arial 24 bold caps.

At 4.0cm under the abbreviated client’s name, the complete Document title is written on
two rows, with Arial 20 bold caps.

At 2.5cm under the Document title, the agreement/ contract number is written, with Arial
16 bold caps.

At 4.5cm under the agreement/ contract number is the revision control table, with 6
columns, each for revision number, description, date, prepared by, checked by,
approved by, as shown in the Document Template Appendix A

The font in this table is Arial 11, with big bold caps for the headers. The date format in
this table is “dd.mm.yyyy”.

4.4 Table of Contents

The Table of Contents sets forth all the subdivisions of the document. Beginning 1.0cm
below the header table at the top of the page, the table of contents shows the headed
divisions of the body of the report (e.g. Introduction, Scope, Materials, Requirements,
Inspection, etc.) and ends with an Appendix or Appendices, if included. The titles of the
Appendices are to be given in sequence by Roman numerals.

4.5 Pagination

All pages, except the appendix divider, are to bear a number in the format “PAGE X OF
Y”, placed in the third cell of the bottom row of the header table.

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4.6 Headings

Headings are used for subdivisions of subject matter within the text; thus they serve to
break up a mass of text into meaningful sections and act as signposts to aid reader
comprehension.

All documents use three heading levels. Spacing, capitalization and font are used to
distinguish the levels and orders of headings.

All headings are numbered and are placed at the left of the page. The heading number
is at 1.5cm left margin, while the heading title is at 3.0cm left margin.

First order headings are written in bold caps and begin at 1.0cm below the header table
at the top of the page; other headings and text begin at one space below the header
table at the top of the page, or at one space under the row or heading above.

Second order headings are written in bold title caps.

Third order headings are written in title caps.

After the second and third order headings, the first line of text begins at 0.5cm.

4.7 Capitalization and Fonts

Capitalization should be reserved for proper names. The word “Table” is capitalized; the
first word in the caption is capitalized; proper nouns are capitalized. No other words in
the title/ caption are capitalized. The initial letter of the first words in column and row
headings and sub-headings should be capitalized. Text font should be of sufficient size
and neatness for reader ease; for uniform appearance, use the same font as that of the
report (Arial 11). Avoid using bold and italics.

However, the following exceptions may apply:

• North, South, etc., are capitalized if they are part of the title of an area or political
division, e.g. Western Australia, South-East Asia, but not southern area or north of
the plant;

• Excessive capitalization for other purposes, such as highlighting words or stressing
their importance, impedes reading and reverses the intended effect. Do not capitalize
the first letter of a word (or words in a phrase) simply to highlight it or to express its
importance.

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4.8 Abbreviations and Acronyms

• There is no full stop after metric units of measurement, e.g. 20km, 2.0g, and so on;

• There is no space between the numerals and the units of measurement, e.g. 20m,
16in;

• There is no space between initials in a name; however, there is one space between
initials and the surname, e.g. E.F. Watson;

• There is no period in common use abbreviations

• There is a period after each letter in most two-letter abbreviations;

• Acronyms and abbreviations should be either identified on their first mention,
inserted beside the full name at first mention, e.g. Operation and Maintenance
Manual (O&M), or in a list of abbreviations;

• If an abbreviation or an acronym is not used later in the document, then it should not
be provided after the first spelling out of a term (the reason for providing an
abbreviation or acronym early in a document is so readers are familiar with it when
it's used again in the same document.);

• Most common plural abbreviations are formed by adding a lowercase‘s’ (never an
‘es’): CVs, ABCs, TVs. Sometimes, an apostrophe may precede the ‘s’: when the
abbreviation has internal periods (G.A.'s, L.S.'s, P.O.'s), when the abbreviation is
composed of lowercase letters (pdf's), when the abbreviation is a single letter (A's,
S's) and when the abbreviation would be confusing if only the ‘s’ were added (ICS's
instead of ICSs). In the last example, if an abbreviation like ICS's might be
misinterpreted as showing possession, the apostrophe is left out;

• If an italicized abbreviation needs to be used as a plural, add a regular ‘s’;

• Plurals of abbreviated units are the same as singular, e.g. 60kg, 1kg, etc.

4.9 Date and Time Format
• In the text of documents the date format is day month year (e.g. 24 April 2005), with
no commas;

• In the title block of documents the date format is dd.mm.yy (e.g. 24.04.05);

• Decades: 1980s (not 1980’s);

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• Pairs of dates are usually kept to the shortest pronounceable form, e.g. 1971-4,
1970-75, 1914-18, 1900-01, 1798-1810;

• When talking of a stretch of time between two years, say ‘from 1994 to 1998’ or
‘1994-8’ (not ‘from 1994-8’); similarly say ‘between 1994 and 1998’ (not ‘between
1994-98’ or ‘between 1994 to 1998’);

• Words are used for periods of time, such as ‘it takes six months’; figures are used for
exact measurements and for series of numbers.

• In title blocks write dates in the format of day-month-year (XX.XX.XXXX), for
example 14.10.2005.

• In reports, specifications and similar documents, abbreviate Jan., Feb., Aug., Sept.,
Oct., Nov., Dec. when used with a specific date: The pump station has been
commissioned on 11 Feb. 1994.

• Spell out those months in correspondences. Spell out the names of months when
using a month alone or with a year alone: The pump station has been commissioned
in February 1994.

• Avoid using hyphens or slashes with numerals to give dates: 2/11/94, 16-11-1993.

• When not including a specific date, do not separate the month and year with a
comma.

• Do not follow numerals used with dates by st, nd, rd or th.

4.10 Hyphens

Words at the end of a line shall not be hyphenated (or broken, or divided) so as to
continue on the next line. Since the text is justified, the rows align themselves to the
right.

In general, composite adjectives before the noun (i.e. used attributively) need a hyphen;
after the noun they do not. Thus: ‘It is a small-scale Document,’ but ‘The business was
successful on a small scale.’

Where an adverb is the descriptor, as in ‘widely spaced rows’, no hyphen is required.

Nouns derived from phrasal verbs, such as set-back, may be hyphenated or may
become one word, e.g. layout.

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Here are some guidelines for hyphenation to aid readability and reduce reader
confusion:

• Don't end more than two consecutive lines with hyphens;

• Don't hyphenate a term at the end of a line unless you can leave a syllable of at least
three characters on both the first and second lines. Avoid dividing terms with fewer
than six letters;

• Don't divide the last term in a line when the second part of the term would be the
only "word" on the second line;

• Don't hyphenate abbreviations, contractions, numbers and words in headings.

• Avoid hyphenating proper nouns.

• Don't hyphenate terms that jump from one page to another page.

• Avoid hyphenating terms that jump from one column to another column or that jump
over a graphic image or photo.

Hyphenate co- when forming nouns, adjectives or verbs that show occupation or status:
co-pilot, co-chairman, co-worker.

However, when the prefix ‘co’ is used to give the meaning of “jointly” or “together”, e.g.
cooperation, coordination, coproduction, etc., there is no hyphenation.

4.11 Lists

Numerals are used only if there is a set of steps that must happen in a certain order. Full
round bullets are used in general for all lists, with square bullets for sub-lists and dashes
for third tier lists.

Lists are useful in texts to save space and improve readability. To use this technique
most effectively,

• List only comparable items

• Use only words, phrases or short sentences

• Provide adequate transitions before and after lists

• Do not overuse lists or make them too long

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When listing information in paragraph form, use commas to separate items in the list if
the items are brief and have little or no internal punctuation. If the items are complex,
separate them with semicolons. To emphasize sequence, order or chronology of list
items, each item may be preceded with a number followed by a period.

Use a colon to introduce a list only if a full sentence or clause precedes it. That sentence
would end with “the following:” or “as follows:” or “here are some examples:” or phrases
like that. Don't use the colon after phrases like “the problems include” ... or “the
members of the task force are”.

When listing information in a column, follow these guidelines:

• End the introduction to the list with a colon if it is a complete sentence, as described
above.

• Capitalize the first word in each item if one or more of the items are complete
sentences.

Avoid ending the introductory phrase with a verb. If that cannot be avoided

• Don't use any end punctuation after the introductory phrase before the list (as
described above)

• Each item in the list should complete the sentence, beginning with a lowercase letter
and ending with a period

Here are some guidelines for using bullets and dashes in the list:

• Use bullets before each item in the list when rank or sequence is not important.

• If using numbers to introduce items in a list, don't use parentheses, but follow each
with a period and a space.

Here are some guidelines for using indentations in the list:

• Indent each item in the list, if one or more of them develop a complete thought or
contain more than one sentence.

• If an item extends beyond one line, align the beginning of each line with the first word
of the item after the number or bullet.

Here are some examples:

• The team is studying three alternatives:

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Expanding the existing plant.
Building a new facility.
Improving all existing facilities.

• Here's the procedure for typing a three-column table:

1. Clear tab stops.

2. Remove margin stops.

3. Find the precise center of the page. Set a tab stop at center.

• The vendor of the system should

• Offer training for the operation of the system.

• Offer regular maintenance, with parts replacement when necessary.

• Respond promptly to service requests.

4.12 Numerals

• Avoid beginning a sentence with a number. If unavoidable, write it in words.
• Use words from one to nine, numerals for 10 and above. In tables, always use

numerals.
• Use commas for thousands and millions.
• When referring to a range of numbers, use 'from 24 to 28' of '24-28'; similarly,

'between' must be followed by 'and', e.g. 'between 18 and 25'.
• Do not put a decimal point and two zeros after a numeral, unless very accurate

comparisons are being made. Always print something in front of a decimal point, e.g.
0.26 (not .26).
• Treat percentages as numerals.
• Use numerals when it is appropriate to use abbreviations, e.g. 5kg (five kilograms,
not five kg); 12m or 12 meters.
• Do not leave space between the numerical value and unit symbol.

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4.13 Some Grammar Rules
• In a series of three or more terms with a single conjunction, use a “comma” after

each term and "and" before the last.Thus write “red, white and blue", "up, down and
sideways", etc.The abbreviation "etc." is always preceded by a comma.
• Clauses introduced by "which", "where" and "when" are separated by commas.

5.0 MINUTES OF MEETING

The ARTISTIC MILLINERS logo is placed at the top left corner of the page, at 2.5cm
from the left and 1.2cm from the top, and has a length of 2.4cm and a height of 3.0cm.

At 1.5cm top margin at one space in between is written the Document title, the
ARTISTIC MILLINERS contract no. and Document number, respectively, with bold font
size Arial 14, all center in the page header.

At one space below it is written “MINUTES OF MEETING” in Arial bold size 20, center
page, as the main header of a table containing the following information: reference, date,
meeting date and time, location, subject, written on (see Appendix II).

The table is continued under the “Subject”, with the headers “PARTICIPANTS” and
“ATTACHMENTS” in bold caps.

Under the header “PARTICIPANTS” the table is split in two columns, with the headers
‘ARTISTIC MILLINERS” and “CLIENT”, in bold underlined caps.

At the bottom of the table there are spaces for signatures and date.

Page 2 of the minutes contains the actual discussions and is in the shape of a table. The
headers are “ITEM NO.”, “DESCRIPTION”, “ACTION BY” and “DATE”, written in bold
caps.

The text margins are as follows:

• Left margin: 2.0cm

• Right margin: 1.5cm

• Bottom margin: 3.0cm

• The font size is Arial 12

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APPENDIX – I
FORMATTING & EDITING CHECKLIST

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NO. DOCUMENT CHECKED FOR YES REMARKS

1 COMMON
2
3 Document format approved
4
5 Title of Document
6
7 Artistic Milliners Document Number & Revision Number
8
9 Page/Sheet numbers shown

10 Revision description complete & revision number filled out

11 Proper fonts used
12
a Spelling/grammar
b
c Drafter/Checker/Engineer/Approver initials shown
13
a CONTENT
b
Bullet points end by semi-colon and last bullet ends by full stop
c
Numbering of the table within the document is according to the
d section
e
Table headings are repeated in the subsequent pages
14
Headings
NOTES:
Level I Heading is bold and caps

Level II Heading is bold and title caps

Level III heading is title caps

Abbreviations and Acronyms

No full stop after metric units of measurement; e.g., 20Kn

No space between numerals and units of measure; e.g., 20m

No space between initials in a name, however a space between
initials and surname, e.g., E.F. Watson

No period in common use abbreviations;

Consistent use of merits, abbreviations, case of certificates, etc.

Page numbering is checked; i.e., Page X of Y and Appendices are
separated with Section heads

Originator: Checker:
Date: Date:

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APPENDIX – II
MINUTES OF MEETING

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Artistic Milliners (Pvt.) Ltd.

Minutes of Meeting Da te

MOM No. Meeting Location
Meeting Title Note Keeper
Meeting called by Meeting Time
Meeting Chairman
Meeting Type Attendees Designation Department Attendees Signature
Meeting Date

Attendees Name

Attendees Details

Meeting Notes

1
2
3
4
5
6
7
8
10
11
12
13

Action Items ITEM NO DESCRIPTION ACTION BY DUE DATE

1
2
3
4
5
6
7
8
9
10

New or updated issues RAISED BY TYPE OWNER

ISSUE / ACTION

1
2
3
4
5
6
7

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